Rental vehicles from Enterprise are billed directly to BSU, gas needs to be paid personally by the employee & reimbursed via Employee Expense Report upon return. Tolls can be reimbursed, but any citations or other fees cannot.
\n<\/strong><\/p>\nIf you choose to rent from National, please note that you will have to pay personally & seek reimbursement.<\/p>\n
Rental Vehicles Originating Out-of-State<\/h3>\n
The university requires a written justification statement of the use of a rental car vs. public transportation along with the approval of the Travel Request form prior to travel. Although the alternatives to a rental car are not as convenient or as attractively advertised, we would urge you to use good judgment and discretion prior to approving or using a rental car. If you are approved to rent out of state, Enterprise is the preferred vendor. Please contact the travel office for more details on renting out of state.<\/p>\n
Local Rentals<\/h3>\n
The Business Office will submit an approval authorization to the appropriate rental agency that includes the faculty or staff member renting the car, with the dates of approved business travel, once an approved Travel Request is on file. Travel Request must include an attached justification for the use of a rental vehicle if a BSU vehicle was not requested. This justification can include cost savings details, no vehicles available, etc. Please indicate rental vehicle on the Travel and Vehicle Request form. We do want to stress that the rental agency will be looking for these authorizations from the Business Office.<\/p>\n
Non-BSU\/NTC employees or family members are not<\/u><\/strong> allowed to ride in rental cars paid for with BSU\/NTC funds. (See Travel Management procedure 5:19:3 quoted at the end of this section).<\/p>\nAn employee will not be reimbursed for any of the following expenses: LDW— which is loss\/collision damage waiver, PAI-personal accident insurance or PEI\/PEP-personal affects property protection. This is considered a personal expense.<\/p>\n
Accidents<\/h3>\n
In the event of an accident, no Renter shall be asked for any monies at the time of the accident. All Renters will cooperate with the Contract Vendor by completing accident reports and giving any information to the proper authorities. Please also notify the travel office if you were in an accident with a BSU rental vehicle.<\/p>\n
Authorized Drivers<\/h2>\n
Only authorized persons are permitted to ride in state vehicles.<\/p>\n
Authorized drivers are:<\/p>\n
\n- State employees<\/li>\n
- Contractor’s employees or independent contractors, if authorization to drive a state vehicle is specifically mentioned<\/li>\n
- Students who have been given permission by college or university administration<\/li>\n
- An individual assisting an employee with a disability, if approved by the employee’s supervisor<\/li>\n
- An individual assisting a student with a disability, if approved by college or university administration<\/li>\n<\/ul>\n
A spouse or other individual may accompany a traveler, including students, on a business trip at the traveler’s expense. However, personal guests, including spouses, are not allowed to travel in a state-owned, rented or leased vehicle.
\nAuthorized persons include:<\/p>\n
\n- State employees<\/li>\n
- Other persons participating in related state programs<\/li>\n
- Volunteers as provided in System Procedure 4.0.1<\/li>\n
- An individual assisting an employee with a disability, if approved by the employee’s supervisor<\/li>\n
- An individual assisting a student with a disability, if approved by the college of university administration<\/li>\n<\/ul>\n
Procedure 5.19.3 Travel Management<\/h2>\n
State-owned, rented or leased vehicles are to be used for official state business only. <\/strong>A driver shall have a valid state driver’s license, complete a Vehicle Use Agreement Consent to Obtain Driving Record form and observe all ordinances and laws pertaining to the operation of motor vehicles, System Guideline 5.19.3.1 Driver’s License Record Check and Consent Form — Vehicle Use Agreement and Consent to Obtain Driving Record(s).<\/p>\nAuthorized Drivers<\/h2>\n\n- State employees<\/li>\n
- Contractor’s employees or independent contractors, if authorization to drive a state vehicle is specifically mentioned.<\/li>\n
- Students who have been given permission by college or university administration.<\/li>\n
- An individual assisting an employee with a disability, if approved by the employee’s supervisor.<\/li>\n
- An individual assisting a student with a disability, if approved by college or university administration<\/li>\n<\/ul>\n
Only authorized persons are permitted to ride in state vehicles.<\/strong><\/p>\nA spouse or other individual may accompany a traveler, including students, on a business trip at the traveler’s expense. However, personal guests, including spouses, are not allowed to travel in a state-owned, rented or leased vehicle.
\nAuthorized persons include:<\/p>\n
\n- State employees<\/li>\n
- Other persons participating in related state programs<\/li>\n
- Volunteers as provided in System Procedure 4.0.1<\/li>\n
- An individual assisting an employee with a disability, if approved by the employee’s supervisor<\/li>\n
- An individual assisting a student with a disability, if approved by the college of university administration<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"
Faculty, staff and students have a couple of options for vehicles when traveling for BSU\/NTC purposes. Forms Vehicle-Driver Agreement MinnState Fleet Safety Resources MinnState Guideline for Driver’s License Record Checks Available BSU Vehicles Vehicle Services has the following vehicles available for authorized BSU travel: 5 — Passenger Vans (seats 12), $0.50\/ mile 1 — Equipment […]<\/p>\n","protected":false},"author":33,"featured_media":0,"parent":121,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-2044","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.bemidjistate.edu\/offices\/business-services\/wp-json\/wp\/v2\/pages\/2044","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.bemidjistate.edu\/offices\/business-services\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.bemidjistate.edu\/offices\/business-services\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.bemidjistate.edu\/offices\/business-services\/wp-json\/wp\/v2\/users\/33"}],"replies":[{"embeddable":true,"href":"https:\/\/www.bemidjistate.edu\/offices\/business-services\/wp-json\/wp\/v2\/comments?post=2044"}],"version-history":[{"count":9,"href":"https:\/\/www.bemidjistate.edu\/offices\/business-services\/wp-json\/wp\/v2\/pages\/2044\/revisions"}],"predecessor-version":[{"id":2646,"href":"https:\/\/www.bemidjistate.edu\/offices\/business-services\/wp-json\/wp\/v2\/pages\/2044\/revisions\/2646"}],"up":[{"embeddable":true,"href":"https:\/\/www.bemidjistate.edu\/offices\/business-services\/wp-json\/wp\/v2\/pages\/121"}],"wp:attachment":[{"href":"https:\/\/www.bemidjistate.edu\/offices\/business-services\/wp-json\/wp\/v2\/media?parent=2044"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}